Event Planner

2 weeks ago

Lynchburg, United States Liberty University Full time

The Event Planner is responsible for organizing all departmental events on and off campus for the Office of Strategic Partnerships. The Office of Strategic Partnerships and Alliances is responsible for hosting and meeting with pastors, CEOs, and elected officials in various capacities, attending events throughout the year. All events host high level individuals (i.e., Executives, CEOs, Presidents, Administrators, Educators and more) and this position will be responsible for being the main point of contact. This position requires an immense amount of coordination, organization, and professionalism. This individual will be responsible for working with other internal department leaders in the academic departments and executive leadership to ensure continuity of events produced.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

  • Coordinate and take ownership of mass correspondence (i.e., emails and phone calls) during all events and conferences hosted by the Office of Strategic Partnerships and Alliances.
  • Maintain high level of professionalism with all forms of correspondence with guests, external stakeholders and internal stakeholders.
  • Research all guest speakers, compile data and statistics associated with various topics, and prepare for operational reports for marketing of events.
  • Main point of contact for all internal departments at Liberty University for the scheduling, planning, marketing, risk management, budgeting, catering, and additional aspects of an event.
  • Design, plan, and execute external events (i.e., breakfast and lunch meetings) with various groups to promote Liberty University.
  • Purchasing and inventory of all event supplies in an organized manner.
  • Maintain and manage secure contact information and data on all attendees for the department.
  • Provide administrative support to administrative leadership.
  • Perform clerical and administrative duties associated with event operations including, but not limited to, all verbal and written forms of correspondence, greeting of visitors, answering phone calls in a timely manner and organizing the event.
  • Arrange meetings (internal and external), travel arrangements, and program event details for all guests.
  • Reconcile program expenses with approved department budget.
  • Coordination of all event staff and volunteers including scheduling.
  • Other duties as assigned.
QUALIFICATIONS AND CREDENTIALS
Education and Experience

Preferred Qualifications:
  • Self-starter, goal-oriented professional who is personable and able to foster working relationships with partners and colleagues.
  • Ability to work dynamic range of people and personalities.
  • Desire to work in a dynamic and collaborative environment where teamwork is essential accomplishing organizational goals.
  • Administrative support and event planning experience preferred.
  • Bachelor's Degree or equivalent experience.
Minimum Qualifications:
  • Superior ability to organize and maintain goals and deadlines to meet strategic objectives.
  • Ability to articulate and defend the unique Christian educational mission and vision of Liberty University and its subsidiaries to a wide variety of individuals and groups.
  • Intermediate skills in computer applications such as Microsoft Office products.
  • Well organized and can self-manage with minimal direction.
  • Ability to make independently guided decisions that keep events moving forward in a timely manner.
  • Professional verbal and written communication skills.
  • Prior administrative support and large event planning experience preferred.
  • Individual must not be convicted of, or pled nolo contendere or guilty to, a crime involving the acquisition, use, or expenditure of federal, state, or local government funds, -or- be administratively or judicially determined to have committed fraud or any other material violation of law involving federal, state, or local government funds (CFR 668.14(b)(18)(i))
ABILITIES AND COMPETENCIES ESSENTIAL TO THE FUNCTION OF THE JOB
Organizational and Network Acumen
  • Demonstrates effective ability to work with little supervision.
  • Organized focus and ability to organize and maintain high level events
  • Deadline and goal oriented.
Problem Solving
  • Intuitively able to reason, analyze information and events, and apply judgment in order to solve problems.
Physical and Sensory Abilities
  • Required to travel throughout the year and provide leadership in a number of settings on and off campus.
  • Occasionally able to speak at events as the point of contact; ability to greet and host key stakeholders.
  • Occasionally required to stand, walk, and climb stairs to move about the building
  • Occasionally required to handle materials, reach overhead, kneel or stoop in order to conduct business
  • Regularly lift 20 lbs. or more with event materials and items.

WORKING CONDITIONS

Work Environment

The working environment in which one will typically perform the essential functions of this position is a climate-controlled office setting.It is well lighted, and the noise level is moderate.

Driving Requirements

This position does require minimal travel and driving. Must become a University-approved driver within 30 days upon hire.